The project “Addressing Climate Vulnerability in the Water Sector (ACWA) in the Marshall Islands)” implemented by the Government of the Republic of Marshall Islands (GoRMI) in collaboration with UNDP became operational in January 2020 with the objective to address expected impacts of climate change on water security on Republic of Marshall Islands (RMI).

RMI is a small island developing state in the Pacific.  The nation is a large-ocean state, with a total land area of only 182 km², spread across over 2 million km² of ocean.  There are 24 inhabited atolls and islands, which are mostly remote and lie merely 2 m above sea level on average.  There are no rivers, streams or lakes in RMI and the number of small surface ponds is very limited.

GoRMI, with the assistance of UNDP, has developed a project on adaptation to climate change impacts to water supply in RMI. The project is co-financed by GoRMI and Green Climate Fund (GCF).  The project will build resilience to the impacts of climate change on water supply, particularly in 24 atolls and islands that are highly vulnerable to drought. The project will invest in improving water security, water resilience and water governance through:

• Water Security – Improving household and community rainwater harvesting and storage structures to increase resilience of water supply in 77 rural communities in the outer islands and atolls accounting for approximately 28% of RMI’s population, including 7,630 (49%) women, currently at risk.
• Water Resilience – Securing groundwater resources from contamination due to inundation caused by wave overtopping of seawater.
• Water Governance – Strengthening the technical capacities of national and subnational institutions and key stakeholders to integrated climate change risks into water governance processes so that management of climate change risks are coordinated, effective, participatory, equitable, and sustained over the long-term when risks are expected to worsen.

The project aligns with GoRMI’s key climate change policies and strategies and has been developed through extensive consultation with government, Non-Government Organisations (NGOs), Community-Based Organisations (CBOs) and beneficiary communities. The proposed project is aligned with RMI’s NDC and country work programme to the GCF.  The NDA has issued a letter of no-objection, and the proposed project is aligned with the work programme of the AE (UNDP) selected by the NDA.

• This GCF project will be executed by UNDP, in close partnership with the GoRMI, given UNDP’s extensive experience in implementing climate change adaptation projects globally. The project implementation is being led by a team based in Majuro, RMI and Suva, Fiji.

Scope of Work

Under the guidance and direct supervision of the Project Manager (PM), the Warehouse Associate is responsible for supporting the ACWA project team in implementation, especially procurement, logistic and warehouse management, jointly with the ACWA Project Management Unit including Procurement Associate, Finance and Administrative Officer, Project Associate and other PMU and counterpart.

Summary of Key Functions:

• Provide strategic operational supports for ACWA project implementation.
• Supervise warehouse, supply chain and logistics management including storage and distribution of commodities for the ACWA project.
• Implement operational warehouse procedures and normative guidance to manage UNDP ACWA warehouses, handle inventory effectively through corporate systems, and ensure loss mitigation.
• Support market assessments and engage with entities to assess and identify potential logistics service providers.
• Consolidate preliminary data analysis, prepare accurate and timely reports to support supply chain planning to enable informed decision-making and consistency of information presented to stakeholders.

Key Function #1 – Provide strategic operational supports for ACWA project implementation.

• Provide support to the PM with planning, formulating, tracking of the project procurement and logistics and supervise Warehouse Assistant for effective integration of supply chain management.
• Ensure full compliance of the project with UNDP and GCF rules and regulations on procurement processes, financial records, reports and audit as well as effective and the internal controls frameworks.
• Coordinate ACWA Project Management Unit (PMU) and relevant stakeholders to support project implementation of project activities as outlined in the Funding Proposal.
• Contribute towards the development of logistics plans and processes ensuring compliance with wider logistics policies and UNDP standards.

Key Function #2 – Supervise warehouse, supply chain and logistics management including storage and distribution of commodities for the ACWA project.

• Manage and supervise Warehouse Assistant, in close coordination with ACWA PMU for the dispatch plan as per the endorsed Water Investment Plan (WIP), and ensure it is shared with Fleet and Commercial for loading plan and timely delivery.
• Monitor and ensure all the dispatches are recorded inventory per Atolls and Islands.
• Gather and consolidate updated information, regarding the routes for each delivery, before the dispatches and inform the transporters accordingly.
• Coordinate and follow up with ACWA Project Management Unit (PMU) including Site Coordinators located in 24 neighbour Atolls and Islands on the arrival of the ACWA material and last mile solution implementation.
• Preparation of inventory reports.
• Implementation of Inventory and physical verification control in the project.
• Maintain PMU documentation in electronic and/or hard copy format (including financial records such as supporting documents for vouchers and POs), according to UNDP policies and guidelines.
• Maintains and regularly updates project counterpart contacts database.
• Review and compile necessary documentations during procurement process, in support of the Procurement Associate
• Review and verifies invoices and common services expenses charged to the PMU budget (rent, utilities, phone, miscellaneous);
• Organize project-related meetings outside of RMI.
• Provide communication support (electronic and hard copy correspondence, etc.) to all PMU staff.

Key Function #3 – Implement operational warehouse procedures and normative guidance to manage UNDP ACWA warehouses, handle inventory effectively through corporate systems, and ensure loss mitigation.

• Ensure availability of sufficient storage capacity in the warehouse to receive the ACWA material and provide advice ACWA PMU for strategic procurement of material.
• Plan and lead on implementation of innovative logistics operations, initiatives, and programs to ensure timely, efficient, and cost-effective supply of ACWA material.
• Any other necessary operation works requested by PM.

Key Function #4 – Knowledge Management and Capacity Building

• Support market assessments and engage with entities to assess and identify potential logistics service providers.
• Provide support and advice to Project staff on UNDP administrative and reporting requirements.
• Organize trainings for the Government of RMI on financial management.
• Support in synthesizing lessons learned and best practices in programme and project finance.
• Sound contributions to knowledge networks and communities of practice. Oversee commodity accounting and ensure UNDP corporate tools and regulation are followed and used as required.
• Ensure that accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are maintained.

Key Function #5 – Lead logistical arrangement for transportation of material to target Atolls and Islands

• Coordinate ACWA project management unit to plan and organize delivery mission to transport project material to the 24 Atolls and Islands.
• Provide guidance to Warehouse Assistant to liaise with transport agencies for booking, coordination and securing the space to load the project material on the vessel.
• Supervise the Warehouse Assistant in monitoring stock-take and inventory properly conducted pre and post movement of material from warehouse.
• Lead the coordination with ACWA PMU for delivery mission and the monitoring and oversight of delivery mission to ensure that that materials are safely stored at storage facility/warehouse at neighbouring 24 Atolls and Islands.